TERMS & CONDITIONS
Thank you for booking with Southwest Vacations. ALG Vacations Corp. is the tour operator for Southwest Vacations. By booking with Southwest Vacations, a brand of ALG Vacations Corp., you agree to the terms and conditions contained herein. Any payment constitutes acceptance of the terms herein. All policies, procedures and terms contained herein are subject to change at any time without notice at Southwest Vacations’ sole discretion. Group vacations have special terms and conditions-please refer to your group contract. In the event your hotel is supplied by Travelscape LLC, the terms and conditions at http://developer.ean.com/terms/en/ apply. If you booked through a travel agent, all communications prior to departure, including questions about changes, cancellation, payments and refunds, must be via your travel agent. Some travel agents charge service fees and/or additional cancellation fees.
Airfares are based on the lowest applicable airfare available at the time of booking and are subject to change. Southwest Vacations can guarantee your airfare only after receipt of full payment. Changes in flight itineraries after the issuance of tickets may result in increased airfare. Some air segments may be served by Southwest Airlines’ code share partners.
Southwest Vacations works with our suppliers to provide you with the best package rates. To pass these values on to our customers, we are prohibited from breaking out individual component prices and will not be able to provide those to you.
Standard policies, payments and penalties outlined below may be more restrictive during holidays and special events. No refunds will be made for special events, shows, or attraction passes.
1- Bookings, Deposits & PaymentsTransportation Security Administration (TSA) regulations require you to provide your full name as it appears on your travel documents, date of birth, and gender at the time of booking for the purpose of watch-list screening. Failure to provide this information will result in you not being allowed to travel. For details, visit tsa.gov. To reserve your vacation, provide the required booking information and pay the applicable deposit per person, including full payment of the Travel Protection premium (if selected). We reserve the right to treat the booking as canceled by you if the balance is not paid when due. If you decline Travel Protection and cancel your booking, any refund due for the land/ feature portion of your booking (after applicable penalties) will be in the form of a travel credit from Southwest Vacations as detailed in #3. The air portion of your booking will be refunded in a Southwest Airlines air credit, which may be used on a future Southwest Vacation.
Southwest Vacations accepts payment by a variety of credit and debit cards, as well as the Uplift monthly payment plan. The address entered at time of booking must match the credit or debit card billing address. A $40 processing fee will be assessed to refund a previously applied credit card payment, and recharge the payment to a different credit card. Full payment of your entire vacation package by credit/debit card is required at time of booking for all vacations booked directly on our website, SouthwestVacations.com.
Deposit Requirements for bookings through a travel agent or the Southwest Vacations Contact Center:
*Some hotels have stricter deposit requirements.
2. Travel Protection
We strongly recommend that you purchase Travel Protection to cover your cancellation and change fees. Travel Protection includes a Pre-Departure Penalty Waiver (Part A), and Post-Departure Travel Insurance (Part B). Travel Protection may only be added within 7 days of your initial deposit, provided you have not yet made your final payment (except for group passengers who are subject to the terms under their group contract). Nonrefundable hotels are not covered by the Pre-Departure Penalty Waiver. Travel Protection payments are nonrefundable and nontransferable. See your travel agent or visit click here for more information.
3. Modification, Cancellation, Refund and No Show Policies
If your plans change, your right to a refund is limited and subject to penalties and fees as noted herein. You must immediately notify your travel agent or Southwest Vacations to cancel or make changes to your vacation package.
If you decline Travel Protection and cancel your booking, any refund due for the land/ feature portion of your booking (after applicable penalties) will be in the form of a travel credit from Southwest Vacations. The air portion of your booking will be refunded in a Southwest Airlines air credit, which may be used on a future Southwest Vacation. Contracted group bookings will be refunded in the original form of payment. If you purchased Travel Protection and are eligible for a partial or full refund in original form of payment, the land portion of the refund due will automatically become a travel credit if not requested at 60 days from the date of cancellation. Travel credits are valid for 12 months from date of issue and must be used for travel prior to expiration date, are nontransferable and nonrefundable, have no cash value, and are issued in the name of the passengers on the original reservation. Standard change and cancellation policies apply to bookings made with travel credits. Travel credits will be held on the original booking.
Southwest Vacations does not charge any modification or cancellation fees for the air portion of your vacation package. The air portion is nonrefundable once purchased, but is reusable. In case of a modification or cancellation, Southwest Vacations will apply the value of the reusable air to the new air on the modified reservation. If the reusable air value cannot be applied to the reservation, it can be redeemed by the same passenger for future air travel which must be completed by the expiration date. Redemption information will be provided at time of modification/cancellation. Once booked, any modifications or cancellations to the hotel, rental car, or features/excursions on an existing reservation are subject to supplier penalties up to the full component price. You may avoid supplier penalties by purchasing the Southwest Vacations’ Travel Protection option. Certain excursion operators only allow a refund if canceled upon notice to them. Contact the excursion company for the applicable notice provision and to arrange a refund. Many hotel reservations are nonrefundable and nontransferable, and you may be charged 100% cancellation/change penalties.
All modifications and cancellations must be communicated to Southwest Vacations no later than sixty (60) minutes prior to scheduled departure to allow time to process the modification and avoid “No Show” forfeiture of your funds. Modifications made within 24 hours of departure must be communicated through your travel agent or by calling Southwest Vacations’ 24-hour traveler assistance line at 1-800-775-7105. If you booked on Southwest Vacations website or through the Southwest Vacations contact center, contact Southwest Vacations directly at 1-800-243-8372.
All changes and cancellations are subject to availability, limitations, restrictions and fees imposed by Southwest Vacations, Southwest Airlines and its code share partners, and hotel and feature/excursion suppliers. Once travel has begun, there will be no refunds for any unused or partially used travel component for any reason.
All refunds must be requested within 60 days of the date of cancellation. If you booked through a travel agent, your travel agent must submit the electronic refund request. If you booked on the Southwest Vacations website or through the Southwest Vacations contact center, please email your request to firstname.lastname@example.org. Acceptance of a refund constitutes a waiver by passenger of all rights and remedies under applicable law.
Customers who fail to cancel reservations for a Wanna Get Away® fare segment at least 10 minutes prior to travel and who do not board the flight will be considered a “no show”, and all remaining unused Wanna Get Away® funds will be forfeited. All remaining unused Business Select® and Anytime® funds will be converted to reusable travel funds for the originally ticketed Passenger only.
4. Credit Card Transactions & Chargebacks
If for any reason, any travel service provider is unable to provide the services for which you have contracted, your remedy lies against the provider, and not against Southwest Vacations. In the event that payment has been made to Southwest Vacations by credit card, you agree that you will not seek to charge back your payment to Southwest Vacations. If Southwest Vacations incurs any costs, including but not limited to attorneys’ fees, to recover any payments charged back by your credit card company, you agree that you will be liable for these costs. If the credit card is declined, you guarantee that you will settle any amounts owed to Southwest Vacations via money order or cash immediately.
5. Travel Documents
Your travel documents will be emailed to you once full payment is received. Please check them carefully to ensure that all the information is correct and passenger names exactly match your Proof of Citizenship. If you discover an error, please immediately contact your travel agent or Southwest Vacations at 1-800-243-8372.
6. Required Entry/ Re-entry Documentation
Proper documentation is YOUR responsibility. The following information is based on current requirements for U.S. citizens at time of publication. This information may change- see your travel agent or contact your destination consulate for the most current requirements on your travel date. Passengers returning to the U.S. by air from any international destination must have a valid passport, and may be denied boarding by the airline if the passport is damaged, mutilated, or has excessive wear. A “Passport Card” is not acceptable. If your name on your passport (or for non-U.S. citizens, “valid travel documents”) does not match your name on your travel documentation, you will not be allowed to travel. A passport valid for up to 6 months past the date of completed travel is required when traveling internationally. Married or divorced women traveling under names other than what is printed on their travel documents must supply a marriage license and/or divorce decree. If you are not a U.S. citizen, contact your destination’s consulate or embassy to determine required entry documents.
Passports are NOT required for travel within the continental U.S., Hawaii, Puerto Rico, and the U.S. Virgin Islands. However, travel to these U.S. destinations/ U.S. territories requires a valid state/government-issued picture I.D. or valid state-issued driver’s license that is compliant with the Real ID ACT. Passed by Congress in 2005, the REAL ID Act established minimum ID security standards and prohibits federal agencies, like TSA, from accepting licenses and identification cards for official purposes from states that do not meet these standards. Passengers traveling domestically with a driver’s license issued by a state that is not compliant with the REAL ID ACT (and has not been granted an extension) will need to show an alternative form of acceptable identification for domestic air travel to board their flight. To check whether your state is compliant or has an extension, visit dhs.gov/real-id. If your state-issued ID or driver’s license is not compliant, visit tsa.gov/travel/security-screening/identification for alternate forms of acceptable ID. Due to COVID-19, the deadline for domestic airline passengers to secure a Real ID driver’s license for use as identification at the airport has been moved back one year. Enforcement is now due to begin on October 1, 2021. Any passenger who is denied boarding due to lack of proper documentation will have their vacation cancelled. Failure to comply with the above requirements will result in you not being allowed to travel and no refund will be given.
7. Traveling Minors
We cannot accept unaccompanied minors under 18 for any travel. For certain countries, a notarized consent from both parents or legal guardian(s) is required for children younger than 18 years old traveling with one parent, or in someone else's custody; or a notarized birth certificate showing only one parent, a parent's death certificate, or a court order of child custody MAY also be permissible. Be sure to check with your travel agent, inquire with your destination‘s consulate, or visit websites such as travel.state.gov, dhs.gov or iatatravelcentre.com. Mexican-born minors under 18 years of age traveling alone or with someone other than a parent or legal guardian, require special documentation to depart Mexico, even if the Minor is a Dual Mexican Citizen. For details, contact the Mexican embassy or click here. Some airlines may require documentation for children traveling without their legal guardian beyond what is mandated by the destination country, visit Southwest.com for details.
8. Denial of Entry
Certain countries may deny entry to travelers with even a minor criminal record, and if not a U.S. citizen, entry back into the U.S. Check with the U.S. Embassy and the embassy or consulate of the country being visited to ensure you can travel as planned. Southwest Vacations does not accept responsibility if you are denied entry and cancellation penalties apply.
9. Flights & Airport Check-in
Your flight information will appear on the booking confirmation issued when you make your deposit, and on your electronic travel documents issued upon full payment. All flight times are subject to change without notice. We strongly suggest that you reconfirm exact flight times with Southwest Airlines 24 hours prior to departure and again before departing for the airport. For international flights, we recommend arriving at the airport at least three hours prior to your scheduled departure time to allow time to check in and get through Security. For domestic flights, we recommend that you arrive two hours prior to travel but absolutely no later than one hour prior to travel. If you do not have pre-assigned seats and have seat preferences, we recommend that you arrive early as seats will be assigned upon check in based on availability. Pre-assigned seat selection is at the discretion of Southwest Airlines and its code share partners and may require payment of an additional fee.
If you do not check in at the airport or gate at the required time, or do not possess proper documentation, you will be denied boarding and will not be eligible for a refund. Additionally, if you fail to check in for your flight without prior cancellation, you are considered a no-show and will not be eligible for a refund. Travel Protection does not cover the instances noted above. Southwest Vacations assumes no responsibility for any passengers making independent connections to flights booked through Southwest Vacations. For specific policies traveling infants under two years of age, visit Southwest.com. If an infant reaches the age of two at any time during the vacation, federal law requires the purchase of a separate seat for any remaining portions of the flight. Some countries charge infant departure taxes.
10. Package Pricing - Exclusions
If you have not paid for your vacation in full, you will be responsible for any increases in the price of any and all components of the vacation package. Southwest Vacations reserves the right to re-invoice your reservation should an error be made in computing your vacation price. You may incur additional expenses that are not included in the package price, including but not limited to (unless otherwise noted): gratuities, meals and beverages, passport/visa fees, airline seat assignments and baggage fees, departure taxes, environmental levies and hotel energy surcharges, resort fees, car seats, transfers, optional excursions, and items of a personal nature. Rates for packages including a rental car do not include state/local taxes, gasoline, optional insurance, Collision Damage Waiver (CDW), under-age driver charges if under the age of 25, or airport charges, which are payable directly to the rental car company. Minimum age requirements apply- contact your travel agent or the rental car company for information. A valid driver's license and major credit card in driver's name are required.
11. Airline, Hotel and Feature Taxes
Southwest Vacations may split the merchant of record payment between Southwest Vacations and Southwest Airlines or its code share partners. The Southwest Vacations portion of the payment will be processed immediately. The airline will process payment at the time the air tickets are issued. Southwest Vacations markets hotels under a "prepaid/merchant" model, where Southwest Vacations collects the full amount of the hotel room from you in advance and manages the payments to the hotel/feature on your behalf. The booking is made by Southwest Vacations on the customer’s behalf and includes two components to the reservation, amounts being paid by Southwest Vacations to the hotel/feature on customer’s behalf as well as compensation for services retained by Southwest Vacations. In connection with facilitating your hotel/feature arrangement, the amount you are charged will include tax recovery charges and service fees. This amount includes an estimate to recover the amount we pay to the hotel/feature related to your reservation for taxes owed by the hotel/feature including, without limitation, sales and use tax, occupancy tax, room, tax, excise tax, value added tax, good and services tax, and/or similar taxes. The amount Southwest Vacations pays to the hotel/feature in connection with your reservation for taxes may vary from the amount we estimate and include in the amount charged to you. The amount charged to you also includes an amount to compensate Southwest Vacations for services in connection with handling your reservation. Southwest Vacations is not the supplier collecting and remitting taxes to the applicable taxing authorities. Hotel/feature suppliers include all applicable taxes in the amount billed to Southwest Vacations and Southwest Vacations pays over such amounts directly to the supplier. Southwest Vacations is not a co-supplier associated with the supplier with whom Southwest Vacations books or reserves customer’s travel arrangements. Taxability and the appropriate tax rate and the type of applicable taxes vary greatly by location.
12. Special Requests
If you request special arrangements such as adjoining rooms/room locations, bedding requests, specific assistance or special meals, we will pass on your request to the vendor on your behalf. However, since these requests lie outside our contracts with our suppliers, we cannot guarantee special requests unless otherwise stated.
13. Handicapped Services and Facilities
Should you desire any special service or equipment to assist with a disability, please let us know in advance so we can advise the air carrier or resort (services vary by carrier and resort). Although we will do our best to assist you, Southwest Vacations does not guarantee the availability of wheelchairs at any airport. Wheelchair accessible rooms may be requested but cannot be guaranteed. Standards vary by property and country, may not be consistent with the standards required by the Americans With Disabilities Act, and are not within the control of Southwest Vacations.
14. Southwest Vacations & Other Service Provider Responsibility
Travel Agents’ Responsibilities: If you booked through your travel agent, your travel agent is responsible for providing information to you, examining and verifying all information, and ensuring that you understand all of the policies, fees and requirements to which you are subject. Any travel agent who makes a reservation on your behalf acknowledges this responsibility.
Southwest Airlines’ Responsibilities
Southwest Airlines and its code share partners are responsible only for the air transportation it provides in connection with a package purchase and is not responsible for ground transportation, accommodations, or other activities of the vacation. All passenger air transportation via Southwest Airlines shall be provided under the terms and conditions of Southwest Airlines’ Contract of Carriage, which includes Advice to Passengers on Limitation of Liability.
Southwest Vacations’ Responsibility
Southwest Vacations makes arrangements with third party suppliers as independent contractors for the various components that comprise your vacation package. We have taken all reasonable steps to ensure that proper arrangements have been made for your vacation. However, Southwest Vacations is not an agent of these independent travel providers and we expressly disclaim any liability for their actions or omissions. Service providers reserve the right to refuse service to travelers at their sole discretion. Southwest Vacations assumes no liability for the acts of the service provider in refusing service. Southwest Vacations is not responsible under any circumstances for any injury or damages you may suffer, in connection with air or ground transportation, hotel accommodations, or other travel or excursion services arranged by Southwest Vacations. Furthermore, Southwest Vacations and its third-party suppliers do not control and cannot be responsible for bodily injury, property damage or other loss or damage caused by factors beyond their control, including but not limited to: air turbulence, flight delays, extreme weather, government restrictions or regulations, strikes, war, acts of terrorism, mechanical breakdown, sickness or disease, epidemics or pandemics, quarantine, your physical, medical or mental disabilities, your failure to obtain valid travel documents or to follow travel instructions resulting in denied entry at destination or re-entry into U.S., and failure related to the public internet, telephone or other communication lines.
By booking with Southwest Vacations and/or using the Southwest Vacations online booking site, you waive any claim against Southwest Vacations, its affiliated and subsidiary companies, and their respective officers, directors, employees, contractors, and agents, for any loss of or damage to property or injury to any person caused by reason of (i) any defect, negligence, or other wrongful act or omission or any failure of performance of any kind by any airline, hotel, ground transportation, or other travel provider, (ii) any claim for inconvenience, loss of enjoyment, mental distress or other similar claim, (iii) any delayed departure, missed connection, substitute accommodation, termination of service or change in fares or rates, and (iv) overbooking, flight cancellation, lost or misconnected baggage, or any claim arising of the air transportation portion of any vacation package. Under no circumstances will Southwest Vacations be liable for any special, incidental or consequential damages arising from the provision of our travel services or vacation packages. Some hotel room images in our promotional materials and our website do not depict the standard room category. All amenities shown for a particular property may not be available in every room category. Maps are not to scale. Southwest Vacations is not responsible for omissions or errors.
Important Notice: Southwest Vacations enters into contracts with hotels and air, land, or water transportation companies, but all such entities are owned and operated by independent contractors. Southwest Vacations is not responsible for any negligent or willful act, omission or failure to act on the part of any such entity or its employees, or of any other third party beyond its direct control. The Southwest Vacations name and logo may appear on posted or hand-held signs at the airport of your departure or destination, in vans, buses, coaches, hotels or elsewhere during your vacation. This use of the Southwest Vacations name and logo is solely intended to help you identify persons or entities who might provide services to you during your trip, but does not indicate, and should not be understood by you to indicate that Southwest Vacations owns, controls or operates any entity displaying such, a sign, or that Southwest Vacations employs or controls any person holding or displaying such a sign. Southwest Vacations sells leisure vacations. If this vacation is used for any reason other than leisure travel, the hotel may directly assess an additional surcharge or refuse service during holiday, convention, or special event time periods.
If you have a claim or dispute with any of the travel or excursion providers, we will provide you with as much assistance as reasonably possible. Certain exclusions may not apply in some jurisdictions.
15. Luggage & Personal Property
Click here for information on baggage policy and fees, liability for lost, misconnected and damaged baggage or other personal property. Carry-on luggage is limited to one bag per person and must be small enough to fit beneath the seat in front of you. Excess/oversized baggage may be denied at check-in or subject to additional charges. Southwest Vacations accepts no liability for loss or damage to luggage and recommends a TSA approved lock. All lost or damaged luggage must be reported to an airline representative at the destination airport by the passenger before you leave the airport.
16. Notice of incorporated terms
This notice is part of Southwest Airlines’ Passenger Contract of Carriage. If there is inconsistency between the terms described below and those on the customer's ticket, the incorporated terms of the ticket govern. Air transportation by Southwest Airlines is subject to Southwest Airlines’ Passenger Contract of Carriage, the terms of which are herein incorporated by reference. Incorporated terms include, but are not restricted to:
Any reference to tariff shall be deemed to be a reference to the Southwest Airlines' Passenger Contract of Carriage. You may inspect, get further information about, or get a copy of the full Contract of Carriage online at Southwest.com or direct inquiries to: Southwest Airlines Customer Relations Department, P.O. Box 36647, Dallas, Texas 75235-1647
18. Hazardous Materials Restrictions and Insecticide Notice
19. Governing Law & Dispute Resolution
This Contract shall be governed by the laws of the Commonwealth of Pennsylvania. Should a dispute or controversy arise concerning the terms and conditions of this Contract or involving a claim for loss, injury or other damage arising out of or relating to your trip, any legal action against Southwest Vacations shall be brought exclusively in the Pennsylvania Court of Common Pleas of Delaware County. If any term or provision of this Contract is determined by a court of competent jurisdiction to be invalid or otherwise unenforceable, such holding will not affect the validity or enforceability of the remaining terms and provisions.
20. Health & Safety Tips for Travelers
We strongly recommend that you visit the U.S. Department of State website travel.state.gov, as well as the Centers for Disease Control and Prevention website, cdc.gov, which include important information on foreign travel such as travel advisories, warnings and restrictions issued by the U.S. government. You are responsible for complying with the health requirements of the countries you intend to visit. Check with your physician regarding any immunizations that may be recommended or required. Use common sense while vacationing abroad. For example, if you choose to drink alcohol, do so in moderation. In addition, be cognizant of the effects of mixing alcohol and certain medications. Should someone in your party become ill, alert the resort front desk for immediate medical attention or call the emergency number provided by the resort. Also advise your Resort Representative as soon as possible, who may be able to provide assistance. If you have medical issues or concerns about medical services, we urge you to contact your resort with specific questions. Please be aware that medical standards and training of emergency responders and resort medical facilities vary greatly, and health care abroad may not be the same as you might expect at home. It may be standard policy for hospitals and medical providers abroad to require cash payment upfront for services. Check with your insurance provider regarding claims for reimbursement. Sports and aquatic equipment, especially scuba gear, may not meet U.S. safety standards and many resort pools and beaches may lack lifeguards. Balcony railing heights in Mexico are lower than the mandated heights in the United States, and also may be lower in other countries. Low balcony railings create a risk of falls, which may result in serious injury or death. Bottled drinking water is recommended. By offering for sale travel to particular destinations, Southwest Vacations does not represent or warrant that travel to such destination is without risk, and is not liable for any damages or losses that may result from travel.
21. Additional Information for passengers traveling to Cuba
Cuba escorted tours sold through Southwest Vacations are provided by Cuba Travel Services, a third party independent supplier and the tour principal and tour organizer. Southwest Vacations is acting as an agent for Cuba Travel Services, and not as a tour operator itself. The Cuban Assets Control Regulations (“CACR”) administered by the Office of Foreign Assets Control of the U.S. Department of Treasury (“OFAC”) authorizes only certain categories of travelers for travel to Cuba. When you book your vacation, you will be asked to certify the reason for your visit. See more details under the Cuba Travel Certification within the checkout process. In addition, you have an obligation to maintain required records regarding your travel for 5 years. All visitors are required to have health insurance that is accepted in Cuba. The cost of this coverage is included in your air ticket. All customers will need to obtain a Cuban tourist card (entry permit) or Cuban visa before travel. The cost of this documentation is not included in your price. Please see the U.S. Department of the Treasury's OFAC FAQ page for more information.
22. Post-Vacation Concerns
If you have a complaint while on vacation you must provide Southwest Vacations with a reasonable opportunity to rectify the issue during your vacation by promptly notifying your Resort Representative who will make every effort to assist. If the matter cannot be settled on the spot, you must email our Customer Care Department within 28 days of the completion of your vacation at email@example.com . Please understand that we cannot consider post-vacation submissions if you did not provide Southwest Vacations with a reasonable opportunity to assist you during your trip. We reserve the right to give any compensation due in the form of travel credits.
©2020 Southwest Vacations, a brand of ALG Vacations Corp. All rights reserved. Southwest Vacations’ logos and materials may not be photocopied or otherwise reproduced in any form without previous written permission. If any term or provision of this contract is held invalid or otherwise unenforceable, the enforceability of the remaining terms or provisions will not be impaired thereby. The above information is current as of June 1, 2020 and may be different on your booking or travel dates. CST #2139014-20